Executive Assistant to the Vice Chancellor

Job Details

Clarke International University is seeking a full-time Executive Assistant to the Vice Chancellor (VC) based at its main campus in Bukasa, Muyenga, Kampala. Reporting to the Vice Chancellor, the role relieves the VC of operational and administrative details, manages the VC’s complex schedule and office, and serves as a key liaison with Senior Management, Council, faculty, students, alumni, government officials, partners, media and other stakeholders. The role requires thorough knowledge of university policies and discretion in handling confidential information.

• Location: Kampala, Uganda - CIU Main Campus, Bukasa, Muyenga
• Employment Type: Full-time
• Reporting to: The Vice Chancellor
• Supervision: Supervised by the VC; supervises Student Workers, Research Assistants, Interns and other Administrative Assistants attached to the VC’s office
• Work Environment: Normal office environment with occasional standing, walking (including stair climbing) and lifting of small objects

Key Duties and Responsibilities

• Manage and coordinate the VC’s complex calendar, including appointments, meetings, social engagements, university functions and community events; ensure efficient use of VC’s time.
• Facilitate official travel arrangements for the VC and official visitors, including approvals, itineraries and expense documentation.
• Serve as key liaison between the VC and University administrators, Executive and Senior Management, University Council members, faculty, staff, students, alumni, government officials, partners and other stakeholders.
• Communicate and interpret university policies, decisions and official documents on behalf of the VC’s Office; represent the VC’s Office on selected university and civic committees.
• Receive and assist visitors and respond to inquiries, referring matters to appropriate offices where necessary; promote positive image of the University.
• Manage flow of incoming and outgoing correspondence; receive, review, route and respond as appropriate; prepare correspondence, reports, briefing documents for VC review and signature.
• Review documents for completeness, accuracy and consistency; coordinate and distribute weekly Exec/SMT agendas, minutes and action points; follow up on action items.
• Coordinate events and activities hosted or supported by the VC’s Office, including Charity and Community Projects, Rose’s Journey Scholarship Programme, Exit Career Package Workshops, Speaking Engagements, Public Lectures, Collaborating Partners’ Visits; coordinate venues, invitations, programmes, audiovisual equipment and on-site support.
• Support VC oversight by reviewing personnel action forms and administrative documentation; coordinate information for executive decision-making.
• Support development and management of budgets under the VC’s Office; maintain records, reconcile vouchers/receipts, prepare financial reports and process budget transfers; verify travel documentation and expenses.
• Conduct research, collect, compile and tabulate data and statistics; prepare periodic reports in clear, accessible formats.
• Oversee VC’s Office filing and records management systems; create, update, organize, retrieve and maintain files; determine retention/disposal schedules and safeguard confidential information.
• Maintain professional competence through reading, training, seminars and networking; promote inclusive work environment; perform other duties as assigned.

Qualifications, Skills and Requirements

• Master’s degree with at least 2 years’ experience, and/or Bachelor’s degree with 3-5 years’ experience in a similar or related role.
• At least 2-5 years of increasingly responsible secretarial, administrative, communications and management experience.
• Track record of successfully managing simultaneous projects and meeting deadlines in a fast-paced environment.
• Experience in project management, research, report, newsletter and grants writing.
• Strong IT skills — proficient with multiple computer applications, including word processing, spreadsheets, graphics and presentation software (Microsoft Office).
• Extensive knowledge of general office procedures and practices and responsibility for supervision of others.
• Proven track record of management in an executive environment; understanding of all entities within the University and ability to advise senior-level executives.
• Excellent verbal, written and communication skills; precise command of grammar, punctuation, spelling and correct usage of English.
• Attention to detail, ability to follow through effectively, trustworthy, adept at multitasking and problem solving.
• Excellent organizational and planning skills; ability to work independently, use initiative and make substantive decisions quickly.
• Ability to develop knowledge of, respect for and skills to engage with those of other cultures or backgrounds.
• Strong interpersonal, relationship management and diplomacy skills; branding and communication expertise desirable.